The Complaint Letter

So much fun…

When to Write One

When you want to lodge a formal complaint against a company

Not intended for person-to-person useUsed to get something for you troublesStandard business letter format

Part 1 and 2

1. Your NameYour AddressYour Phone #The Date

Skip one line Everything in the

letter is aligned to the left

2. Name and Title of person you’re writing to

Company name of the person you’re writing to

Address of Person

Skip one line

Parts 3 and 4

3. Greeting Dear… : To whom it may

concern: Always follow the

greeting with a colon ( : ) – DON’T use a comma ( , )

Skip a line

4. Summary of complaint

1-2 sentences that briefly describe the complaint – similar to a thesis statement

Skip a line

Part 5

5. Explanation ParagraphGive the details of the problem

Names, dates, locationsIt is your job to PROVE that the problem

happened

Skip a line

Part 6

6. Concluding paragraph Explain exactly what you want done to fix the

problem Gift certificates, refunded item, fire employee, etc.

Tell what items you’ve included with the letter Receipts, photos, Dr. bills, etc.

Tell how soon you expect to hear back from the company

End with a POLITE threat

Skip a space

Part 7 and 8

7. Sincerely…

Skip 4 spaces

Sign your name

Skip a line

8. Enclosed: list items that you included with your letter receipts, photos, Dr.

bills, etc.

Tips

Always type itBe politeBe direct and to the pointSend copies of documents, NOT the

originalsExplain exactly what you want doneDon’t use sarcasmKeep a copy of the letter for yourself

The End